This form is displayed when a trade-in vehicle is created or amended from the Available Trade-Ins form as part of both the new and used vehicle quotation processes. If using MKV mode the Direct Purchase icon on the Showroom Customer Enquiries form also displays this form.
There are three possible levels of authority with regard to the ability to value trade-in vehicles, set in Salesperson settings, which determine how many of the four possible tab on this form are displayed:
If you do not have the authority to create valuations, you can fill in the Basic Details and More Details tabs. Then you must submit the trade-in for valuation.
If you have the authority to create valuations, you can fill in all four tabs: Basic Details, More Details, CAP or Glass Valuation (if a valuation system has been installed) and Adjustments.
If you can assume the authority to create valuations, see the section below.
When the trade-in vehicle is fully specified and valued select Save from the File menu, or click the 
toolbar icon, to return to the Available Trade-Ins form and continue with quotation. The 
icon can be used to print a copy of the details.
Unless you have the authority to create valuations, upon entering the Trade-In Details form, there are no fields for setting the final valuation or offer price and only the Basic Details and More Details tabs are displayed.
However, some users can gain access to the full form by selecting Assume authority from the File menu, or by clicking the 
toolbar icon. The Assume Authority form is displayed which allows users to select the manager with whom they will confirm the valuation in person. The system will then return to the Trade-In Details form and display all available fields and tabs, as described below.
Note: A customer must have been previously selected for the Assume Authority facility to work. This is because a contact must be made in the manager's diary and this can only be done if the customer is known.
If creating a new trade-in vehicle, this is the first tab that should be completed. If editing, or completing a valuation that has been submitted to you, the Basic vehicle details section of the form will already be completed and, if you have the authority, you can use the Cap or Glass Valuation tab to automatically fill-in the Final valuation section in the bottom half of the form.
The following fields are displayed:
Basic vehicle details:
Registration: The registration number of the vehicle. The small field next the registration field displays the year/month identifying component of the registration number, set automatically by system once a valid registration number has been entered.
Note: If the customer's vehicles have previously entered into the system you can search for the vehicle by clicking the ellipsis button .... Doing so will load all the details held in the vehicle's record in CRM and automatically set many of the other field in this tab and the More Details tab.
Tip: A CAP or Glass button will be displayed if valuation systems is being used in Showroom. Whilst the CAP or Glass's Guide coding can be accessed (on Autoline where CAP or Glass's Guide residual value vehicle data is available) via the CAP or Glass's Guide valuation TAB, not all users are authorized to access this area. Also, where a known vehicle registration number is entered it may not be necessary to enter this data, as both the CAP or Glass's Guide code, and the franchise/model/variant codes and descriptions may be retrieved from an existing MK vehicle record.
Registration date: The date on which the vehicle was first registered.
Year: Set automatically by the system once a valid registration date has been entered.
Franchise: The franchise code of the vehicle. Click the ellipsis button ... to display a list.
Model: The model code of the vehicle. Click the ellipsis button ... to display a list. If the franchise has been selected above the list is filtered to show only the models appropriate to that franchise.
Variant: The variant code of the vehicle. Click the ellipsis button ... to display a list. If the model has been selected above the list is filtered to show only the variants appropriate to that model.
Description: A suggested description will be set automatically by the system if the franchise, model and variant have been selected above.
Chassis number: The serial number on the chassis.
Mileage: This field cannot be obtained from the vehicle record in CRM. It must be entered manually.
Colour: Clicking the 
button you can then select the generic colour.
Trim: Clicking the button you can then select the generic trim.
Analysis: Clicking the button you can then select the required Analysis code. This is required for Stock profiling .
Model Year: Set automatically by the system once a valid registration date has been entered. Edit this field if the vehicle was registered on a year subsequent to the model's release by the manufacturer.
Final valuation:
Customer valuation: The amount desired by the customer.
VAT qualifying: Tick this field if the vehicle is VAT qualifying. The following extra fields are displayed:
VAT number: The registered VAT number.
VAT: The amount of VAT on the offer price, calculated automatically once an Offer price has been set.
Total (inc. VAT): The sum of the Offer price and the VAT.
Fully adjusted valuation: The valuation returned from the CAP or Glass valuation system, if being used. This field is editable and if not using a valuation system it needs to be entered manually. If you do not have the authority to create valuations this will not be displayed until you have submitted the trade-in for valuation.
Offer Price: The amount to be offered to the customer. If you do not have the authority to create valuations this will not be displayed until you have submitted the trade-in for valuation.
Sale price value
Sale price margin
This tab allows further vehicle details to be entered. If a vehicle record was loaded by clicking the ellipsis button ... in the Registration field of the Basic Details tab, many of the following fields will have been automatically set by the system.
Vehicle information:
Colour code: The generic colour code/factory colour code. Click the ellipsis button ... to display a list. A description of the colour code is displayed in the adjacent field.
Trim code: The generic trim code. Click the ellipsis button ... to display a list. A description of the trim code is displayed in the adjacent field.
Engine number: The serial number on the engine.
Fuel Type: Petrol, Diesel, etc.
CC/BHP: The engine capacity in cubic centimeters is displayed in the first field and the brake horse power in the second.
MOT date: The expiry date of the current MOT certificate or the date on which the first MOT is due.
Owners: The number of owners. This field cannot be obtained from the vehicle record in CRM. It must be entered manually.
Service history: Whether the customer has provided service history paperwork. The available options are Yes, No and Partial. This field cannot be obtained from the vehicle record in CRM. It must be entered manually.
Log book seen?: Whether the customer has provided a log book. The available options are Yes, No and Duplicate. This field cannot be obtained from the vehicle record in CRM. It must be entered manually.
Number doors: The number of doors. This field cannot be obtained from the vehicle record in CRM. It must be entered manually.
Key numbers: Two fields are available for vehicles with separate numbers for ignition and door keys. Key numbers will not be included on the consignment note or V55. They may be included on the delivery note supplied with the vehicle, or labelled on the keys themselves.
Radio password: The security password for the radio.
Security Codes: Other security codes as applicable.
Warranty valid?: Tick this field if the vehicle is covered by an unexpired warranty.
Appraisal details (the following fields must be filled in manually because the information is not stored in the vehicle record in CRM):
Reference: A free format reference field linking to paperwork.
Date: The date the appraisal was performed.
Who did appraisal: The sales or service staff member performing the appraisal.
Authorised by: The manager or other staff member person authorized to approve the appraisal.
Service advisor: The service staff member performing part of the appraisal.
Accident damage: Select the level of damage.
Previous Buyback information (the following fields are read-only and set according to information stored in the vehicle record in CRM):
Date: The date of buy back.
Amount: The amount the vehicle is to be bought back for.
Maximum mileage pa: The agreed mileage of the buyback.
Excess PPM: Excess pence per mile for mileage exceeded.
Other information:
Resale date: The anticipated date on which the vehicle will be available in used stock for resale to other customers.
After completing these first two tabs, if you do not have the authority to create valuations you must submit the trade-in for valuation.
This tab will only be available if you have the authority, or have assumed the authority, to create valuations. A Valuations system must also have been installed.
Which system is used for valuations in the Showroom module is set in the System Parameters form of the Valuations Systems module. For CAP and Glass systems, the same general procedure should be followed.
To obtain a value from the valuation system
Click the + symbol next to the franchise name which matches the vehicle being valued, in the tree structure on the left-hand side of the form.
The list expands to display the available models.
Note: Model information used in valuations is provided by the valuation system supplier (either CAP or Glass) and may not correspond exactly with the information in Franchise Data used when making selection in the Model field of the Basic Details tab.
Click the + symbol next to the matching model.
The list expands to display the available variants. Each variant may be displayed on multiple lines, with different date ranges corresponding to different model years.
Note: Variant information used in valuations is provided by the valuation system supplier (either CAP or Glass) and may not correspond exactly with the information in Franchise Data used when making selection in the Variant field of the Basic Details tab.
Double-Click the + symbol next to the matching variant that has a date range which includes the model year of the vehicle being valued.
The list expands to display the available year/registration combinations.
Click the green arrow next to the matching year/registration combination.
The values recommended your this vehicle are displayed in the grid in the Condition section of the form. A tick is displayed in the tree-structure to mark the selected variant/year/registration.
Click on the line in the grid which matches the condition of the vehicle being valued.
Amend the Mileage field and press the Tab key.
The Condition and mileage adjusted CAP valuation field is updated with the recommended value of the vehicle. This field cannot be edited. If there are no adjustments to be made (to account for damage, accessories, etc.) return to the Basic Details tab to amend the Fully adjusted valuation field, which has now been set to the same value. The Offer price has also been set to this value and must be amended if a different value is going to be offered to the customer.
This tab is only available if you have the authority, or have assumed the authority, to create valuations. It is used to adjust the valuation created on the CAP or Glass Valuation tab to account for additional factors such as damage and accessories. A grid is displayed in which adjustments will be listed.
Note: Until a valuation has been created the functionality described below is unavailable.
To create an adjustment:
Click the Add button.
The Valuation Adjustment Code form is displayed.
Select the type of adjustment from the Code field.
If the code represents an improvement to the value of the vehicle the Addition field is displayed. Otherwise the Deduction field is displayed
Amend the Description, adding more details if appropriate.
Enter a value in either the Addition or Deduction fields which will be added or subtracted from the valuation.
Enter a VAT code, or click the ellipsis button ... to display a list.
Tick the Affect offer value field to include this adjustment in the Fully adjusted valuation field on the Basic Details tab.
Click OK.
To edit an existing adjustment, double-click on the corresponding row in the adjustments grid. To delete an adjustment, use the Remove button.
Menus and Toolbar Icons
Button Icon Description File > Print other Print documents for example Trade-in appraisals. File > Save Select save to store any information entered. File > Cancel Selecting cancel will close the trade-in without saving any information entered. File > Profile Select to view the Stock profiling information recorded for this type of trade-in. Edit > Lock workstation Locks the current session. This can be used to prevent unauthorised access while a terminal is left unattended. The password required to unlock can be set in the User details form in the System Utilities module. Alternatively, press Ctrl+Alt+Z to lock. Filter > Cars The filter buttons and menu options only show if more than one CAP data sets is installed and grid mode is enabled, toggle to select Used car data. Filter > Light Commercial The filter buttons and menu options only show if more than one CAP data sets is installed and grid mode is enabled, toggle to select Light Commercial data. Filter > Trucks The filter buttons and menu options only show if more than one CAP data sets is installed and grid mode is enabled, toggle to select Truck data. Filter > Motor Cycles The filter buttons and menu options only show if more than one CAP data sets is installed and grid mode is enabled, toggle to select Motor Cycle data. Help > Help Displays this help page. Alternatively, press F1
